Create a scheduled event

Scheduling is used to set up an event as a conference. Once a conference has been configured and enabled for an event, the attendee will receive an invitation to book their conference schedule after the purchase is made. Follow the steps below to create a scheduled event.

In this article
Create a new event
Add speakers, sponsors, and venues
Add sessions
Set permissions
Enable scheduling
Schedule settings

Step 1: Create a new event

Go to My Events > Manage Events and click +Add Event to get started. Already have an event set up? Skip ahead to step 2.

Step 2: Add speakers, sponsors, and venues in the Directory

Who are your speakers? Where are the sessions taking place? Create entries for people, companies, and venues. Go to My Events > Scheduling to get started.

Jump to: 
Add people
Add companies
Add venues

Add people to the directory

People are assigned as session hosts. Examples include artists, speakers, and moderators.

1. Select the event name and click People to choose a category for the directory listing.
2. Click +Add and enter basic details about the person. Click Setup Speaker to save.All details are displayed to attendees, except the person's email and address. Here's an example of what attendees will see:

Add companies to the directory

Like people, companies can be assigned as the hosts of sessions.

1. From the Directory tab select Companies and click +Add Company.
2. Enter details about the company. Click Setup Company to save.

All details are displayed to attendees. Here's an example of what attendees will see:

Add venues to the directory

Venues can be classrooms, rooms, stages, or any place where a session takes place.

1. Select Venues and click +Add Venue to get started.
2. Enter the venue name and address. Click Setup Venue to save.

Step 3: Add sessions

Sessions can be created even when you don't have a directory set up yet. Follow the steps below to add a session:

1. Click on the Sessions tab and hit +Add Sessions.
2. Enter details about the session, including:

• Session Title - The name of the session.
• Hosts - Assign sessions hosts. Hosts can be people or companies.
• Session Date - Assign a start date and time to the session.
• To Date - Assign an end time to the session. To hide the end time from attendees, check the option Hide End Date Time from User.
• Venue - Where the session takes place. Venues can be added and deleted in the Directory.
• Tracks - Tracks are bundles of sessions. Tracks can be added before or after a session has been created.
• Type - Types are used to classify sessions.
• Custom Filters - Filters allow attendees to view sessions by genre, class, level, or any number of customizable options.
• Capacity - This represents the total number of attendees who can register for the session.
• Description - Describe the session.

Step 4: Set permissions

By default attendees can pick from all sessions, regardless which ticket type they buy. To control which sessions can be signed up for, and how many, click  Permissions and select a ticket type from the dropdown menu.

1. Set the Max Sessions. This is the total number of sessions an attendee can sign up for.
2. Use the arrows to assign sessions to a ticket type. Click Update to save.

Step 5: Turn on schedule

Before your attendees can create their schedule, you need to enable scheduling. Go to Settings and toggle Scheduling Enabled to turn on/off.

Step 6: Manage schedule settings (optional)

Under Settings you can manage additional scheduling options, including:

• Tracks Enabled - Turn tracks on/off
• Multi-Track Select - Allow attendees to select sessions across tracks
• Allow Double Booking - Allow attendees to select multiple sessions for a single time slot
• Add Filter by Venue - Allow purchasers to filter sessions by venues
• Freeze All Schedules - When attendees are no longer allowed to register for classes
• Send Email Reminders - Sends a message to attendees who haven't registered